Tag Archives: Remote Learning

How To Share Pages From Non-Class Notebooks to a Student’s Class Notebook in Teams and OneNote 

In this guide, we show you how to distribute a page from a non Class Notebook to a students’ Class Notebook within a Class Team.  

Here we have a Notebook that has been stored within an English resources folder on SharePoint. Within the Notebook, there’s a worksheet that we need to distribute to the Year 7 English students’ Class Notebooks. 

Select Class Notebook.  

Note: If this button is not visible, select Open in Desktop App from the top navigation bar. If the button still isn’t visible, it needs to be activated via the three-dot (…) menu and Settings in the top-right corner of the screen. 

Once you have selected Class Notebook, select Distribute page to bring up a number of options. 

Open Notebook Distribution

Choose Cross Notebook Distribution to bring up all the Notebooks of the classes you teach.  

From here, you can select the Notebooks you wish to share it to. E.g. “English Year 11” 

Select Student Section

You must then select a student section in the selected Notebook to share the Notebook to. E.g. “Homework”. This action distributes the worksheet from your Non-Class Notebook to your selected students’ Notebooks. In this case, “English Year 11”.   

How To Share Pages From Non-Class Notebooks to a Student’s Class Notebook in Teams and OneNote

Head to your selected Class Team to check whether it has been shared to the Class Notebooks. As you can see, the worksheet is now in the students’ Notebooks. 

Watch a step-by-step guide on how to lock your collaboration space in Class Teams: 

If you have any questions on how to share pages from non-Class Notebooks to a student’s Class Notebook, please contact a member of our team today.



How To Turn Off The Chat Feature in Class Teams

The chat feature in Microsoft Teams is a useful tool that allows students to communicate with their teachers and peers during online lessons. However, there may be times where the chat feature isn’t necessary and is causing distractions during lesson time.

Similar to the mute feature on Teams, this can easily be controlled and turned off, enabling you to teach without any interruptions. 

There are two simple ways to turn off the chat function, this can be done before or during your online lesson:

Disable chat function in Class Teams before your lesson.

You can disable the chat function before your lesson starts through Meeting options. This can be accessed on the calendar entry for your meeting.

Meeting options is found under Details on the calendar entry. 

Disable chat function in Class Teams before your lesson.

When the Meeting options menu appears, you can disable the meeting chat, along with other options for your meeting, such as who can present and allowing your students to un-mute themselves. 

To turn off the chat feature, change the Allow meeting chat option from enabled to disabled. Make sure to click Save after – this disables the chat function and activates any other changes you’ve made. 

Turn off chat function in Class Teams before your lesson.

Your students are made aware that the chat function isn’t available in the chat window when the lesson starts. 

Turn off chat function in Class Teams before your lesson.

Disable chat function in Class Teams during your lesson.

Teachers can also disable the chat function during the lesson. This can be useful when you want to disable the chat during certain parts of your lesson. 

At the top of your screen, there are a few options that allow you to control your meeting. To disable the chat function, you need to select the more actions menu (…).

When the drop-down menu appears, select Meeting options

To turn off the chat feature, change the Allow meeting chat option from enabled to disabled. Make sure to click Save after – this disables the chat function and activates any other changes you’ve made. 

Disable chat function in Class Teams during your lesson.

Enable chat function in Class Teams during your lesson.

At some point during your lesson, you may want to turn on the chat function to allow your students to communicate again. This can be done the same way by selecting Meeting options and enabling Allow meeting chat

Enable chat function in Class Teams during your lesson.

Using Meeting options is a great way to control your lessons and prevent any distractions during lesson time. The simplicity of this process also allows you to quickly change these options during your lessons giving you the freedom to activate and deactivate at any time and allowing students to contribute and communicate at the right times to enhance their learning. 

Enable chat function in Class Teams during your lesson.

Watch our step-by-step video on how to turn off the chat feature in Class Teams:



How To Review and Lock Pages in Class Notebook

Locking a page within Class Notebook is important when marking and assessing work, to prevent the student from editing the document after its deadline. In this guide, we show you how to review students work in Class Notebook and how to lock a page to prevent further editing by a student.  

How to review pages within Class Notebook. 

Open Class Notebook in Teams and select Class Notebook. 

Choose Review student work to open a menu on the right-hand side of the page. Select the Notebook section where the page we need to review is stored.  

How To Review and Lock Pages in Class Notebook

Select the page you wish to review. The names of your students in the selected Class Team appear in alphabetical order. Simply choose the name of the student whose work you wish to review.   

How to review pages within Class Notebook. 

Select Insert to type any notes or add emojis and sticks.  

The Class Notebook is updated in real-time so students can log in and see comments as soon as they’re written.  

How to review pages within Class Notebook. 

How to lock pages within Class Notebook.

Once the assignment has been graded and returned to the student, the Notebook can be edited by the student. Teachers may wish to lock the page so further editing can not be carried out by the student.   

Open Class Notebook in Teams and select Class Notebook. 

Choose Review student work to open a menu on the right-hand side of the page. Select the Notebook section where the page we need to review is stored. E.g. “Homework” 

How to lock pages within Class Notebook.

Choose the page you wish to lock and then select the Page Locking button at the top of the right-hand side menu.  

How to lock pages within Class Notebook.

How to lock pages within Class Notebook.

A tickbox is revealed next to the students’ name. Select either “All students” to lock all student pages, or select individual students to lock specific student pages.  

A padlock appears alongside the students’ name to indicate the page has been locked. Select Apply to lock the page(s). The student can no longer edit the page. 

How to lock pages within Class Notebook. How to lock pages within Class Notebook.

 

How to unlock pages within Class Notebook.

Follow the same process as above, but uncheck the tick box next to the student’s name. Then select Apply to unlock the page(s).  

Note: When a page is locked for a student, teachers have full read and write access to the page.  

Watch a step-by-step guide on how to review and lock pages in Class Notebook:



How To Lock the Collaboration Section in a Class Notebook 

In this guide, we show you how to lock the collaboration section in a Class Notebook.  

The collaboration space in a Class Notebook is where all students can edit the same pages and work together on projects. After using it, teachers may wish to lock the section to prevent students from editing the page, or so that the work can be assessed.  

When you have finished using the collaboration space, select Class Notebook and choose Manage Notebooks. 

How To Lock the Collaboration Section in a Class Notebook 

Switch the Lock Collaboration Space toggle from unlocked to locked.  

How To Lock the Collaboration Section in a Class Notebook 

Teachers are still able to edit the collaboration space when it’s locked, however, students are denied editing rights.  

How To Lock the Collaboration Section in a Class Notebook 

Students are still able to use other areas within their own Class Notebook, such as the Homework and Class Notes tabs.  

There are a few options for what to do with a locked collaboration space:  

Teachers can move the locked collaboration space into the Content Library and distribute the page to their students’ Class NotebooksFor example, as a homework or revision task.   

Alternatively, teachers can use the page as part of an assignment that can then be formally graded. 

How To Lock the Collaboration Section in a Class Notebook 

Once you have finished working in the collaboration space, set it back to unlocked to allow students to join the next time you need to use it.   

How To Lock the Collaboration Section in a Class Notebook 

Watch a step-by-step guide on how to lock your collaboration space in Class Teams. 



If you have any questions on how to lock your collaboration space in Class Teams, please contact a member of our team today.

 

How To Deal With Unwanted Guests In Class Teams Meetings

In this guide, we discuss how we can prevent unwelcome guests from joining our online lessons in Microsoft Teams.  

Enable lobby for all Class Teams meetings in your school. 

Making sure the meeting policy for teachers within this school’s tenancy is set so that the lobby is enabled.  

Firstly, make sure your meeting policy for teachers is set within the school’s tenancy to enable the lobby.  

By default, all attendees enter the session through the lobby, which means you’re able to accept or reject members coming into the session, allowing you to avoid any unwelcome guests attending your session at all. 

Enable lobby for a specific Class Teams meeting. 

If the lobby isn’t automatically enabled for teachers in your school, you can choose to enable the lobby manually on your meetings and classes. 

Once you set up and save your meeting, you can then select Edit.  

How To Stop Unwanted Guests In Your Class Teams Meetings

Select Meeting Options and then set the Who can bypass the lobby? option to Only me.  

Enable Lobby for a specific Classt Teams Meeting

How to spot an unwelcome guest in your Class Teams meeting. 

As students enter the meeting lobby, you can see their names and icons appearing in the Participants panel.  

One sign of a user who isn’t supposed to be in the meeting is they will usually have (Guest) after their name.   

How to spot an unwelcome guest in your Class Teams meeting

However, it’s crucial to bear in mind that some legitimate students may appear to be guests for several reasons. 

Students may share devices with family members and could be joining on other accounts with names you do not recognise. To prevent confusion, you should remind students to sign into their own accounts before joining Teams lessons. By establishing this rule, you can prevent students from missing out on crucial lesson time and learning resources, as well as keep the class safe from unwelcome guests.  

How to remove an unwelcome guest from the Teams desktop app. 

Select the red cross beside the user you suspect is an unwelcome guest and that removes them from the lobby and denies them access to the lesson.  

Note: They can attempt to rejoin, but they’re flagged up in the lobby area with no access to your online lesson. 

Select the green tick beside your students’ names to admit them to the lesson.  

How to remove an unwelcome guest from the Class Teams meeting via desktop app

How to remove an unwelcome guest from the browser version of Teams. 

As students enter the lobby, a notification shows on the navigation bar. 

How to remove an unwelcome guest from the browser version of Teams

While you can admit students from this notification by selecting Accept, we strongly recommend selecting View Lobby to bring up a list of users in the lobby.  

Alternatively, you can also select the View Participants icon on the navigation bar.  

Show participants

When you can view a list of users who are waiting in the lobby and follow the same steps as you would in the desktop app:  

Select the red cross beside the user you suspect is an unwelcome guest, and that removes them from the lobby and denies them access to the lesson. 

Note: They can attempt to rejoin, but they’re flagged in the lobby area with no access to your online lesson. 

Select the green tick beside your students’ names to admit them to the lesson.  

How to view participants in browser version of Teams  

What happens if I accidentally admit an unwelcome guest into my Class Teams meeting? 

Select the three dots (…) next to the unwelcome guest’s name to bring up several options. 

Choose Remove from meeting to kick the unwelcome guest out of the lesson. 

Removing unwanted guest from the meeting

Watch our step-by-step video guide on how to deal with unwanted guests in Class Teams meetings:



If you have any questions on how to deal with unwanted guests in Class Teams meetings, please contact a member of our team today.

Wilberforce Sixth Form College Awarded Microsoft Showcase College Status (Microsoft 365 User Adoption Podcast Episode 14)

Cloud Design Box has been working with Wilberforce College, a further education Sixth Form College in Hull, to support them in moving to Microsoft Teams and SharePoint, through training and strategy sessions, as well as software set up and implementation.

Assistant Principal at Wilberforce College Jonathan Butler recently joined us on a webinar to discuss best practices in Microsoft Teams and how working with Cloud Design Box has helped the school achieve their goals with cloud-based learning.




Listen on Spotify

“If you’re thinking about moving over to Teams, you must think about how you’re going to share and store files – it should be your priority. If you don’t have a backend storage system – like SharePoint – linked with Teams, things can become a little bit messy, especially when you enter a new school year,” Jonathan explains.

“Cloud Design Box has helped us to set up Teams and SharePoint in a way that will serve us year after year, with long-term resources that can be reused for each new class you teach.”

The College was crowned a DfE EdTech Demonstrator School and are now part of the network of schools and colleges who have shown they can use technology effectively and have the capacity to help other education organisations do the same.

“We had a head start in moving across to Teams and SharePoint thanks to the long-term strategy and technology rollout implemented by Tony and the rest of team.”

Wilberforce College has witnessed a massive increase in staff engagement and enthusiasm for Microsoft 365.

“After taking part in the informative training sessions with Lloyd at Cloud Design Box, our staff have been inspired to learn more and look deeper into how we can use Teams better in the school. Around 80% of our teaching staff took it upon themselves to seek further training from Microsoft,” Jonathan adds.

“The enthusiasm and uptake of the product sort of snowballed from there. We have now been awarded Microsoft Showcase College status and are the only sixth form in the UK to be awarded this accolade.”

CPD Training Graph

Throughout the pandemic, Teams and SharePoint has transformed the way teachers and school staff collaborate at Wilberforce:

“It’s great to see so many members of staff recording quick training videos and sharing them with colleagues. At the tap of a button, this valuable content can be shared to all staff, or specific groups. For example, we recently had a teacher share a video on immersive reader,” he tells us.

“Teachers are no longer working in isolation – they’re sharing their resources, skills and knowledge. Even when the pandemic is over, we must make sure this kind of collaboration continues.”

Here’s a video featuring the staff and students at Wilberforce College, talking about how Microsoft 365 has transformed learning.



Breakout Rooms in Microsoft Teams for Education

With breakout rooms in Microsoft Teams, the teacher can split the class into groups to work on shared tasks, projects, or even competitive challenges. Breakout rooms are private so students can have some one-on-one help from the teacher. As a teacher, you can jump into rooms to see how everyone is doing, give clarification or be help as required.

We have created a quick video guide below explaining how to setup and use the breakout rooms in Microsoft Teams.



Create some breakout rooms.

Create breakout rooms (only currently available in the desktop app) by selecting the new breakout room button.

breakout room button in teams

If students are already in the meeting, you can automatically populate rooms or choose the manual option to do it later.

Create new breakout rooms

Assign students to the breakout room.

Once students have joined the meeting, you can then assign them to breakout rooms by selecting the students and then clicking “Assign” before choosing a room.

Assign student to breakout room

Open a breakout room.

To send the student into a breakout room, you must first open the room. This can be done by selecting the menu on the room and clicking “Open Room”.

Open breakout room

Once the breakout room has been opened, students will automatically be moved into the room after 10 seconds.

Join a breakout room.

As a meeting organiser, you can jump into any of the breakout rooms. You may wish to do this to ensure students are on track and to answer any questions they have. To join a breakout room, select the menu next to the room and click “Join room”.

Join breakout room

To return to the main meeting, click the “Return” button.
Return to main meeting

Close breakout room.

When you are ready for students to finish working in their groups, you can close the breakout room and students will automatically join the main meeting again. You may wish to do this towards the end of the lesson so groups can share their findings with the rest of the class. To close a breakout room, select the menu next to the room and click “Close room”.

close breakout room

Setting Team Policies for Safeguarding in Education

Before you start to use Teams in school, it is important to consider setting policies for safeguarding to promote the welfare of children and protect them from harm.

Each school must consider their own policies because one size does not fit all. For example, some schools might be comfortable with students direct messaging teachers for help while others will want this communication in a more open space. The school’s behaviour policy should also be taken into consideration. It is therefore important for IT to involve the safeguarding officer when planning out which policies to apply to users.

Microsoft have made it easier to assign policies to users (this was previously done through PowerShell and still is for some policies – see our previous PowerShell post).

Teams Admin Center

We recommend you create a custom policy for both staff and students. Staff will need changes to the policies too otherwise they won’t be able to do things like delete student messages in Teams (see our previous PowerShell post).



It is also important to remember that there isn’t a single policy to manage teams, it is broken up into:

  • Meeting Policies
  • Live Event Policies
  • Messaging Policies
  • Permission Policies (PowerShell applied only)
  • Emergency Policies (PowerShell applied only)
  • Voice Routing Policies
  • Call Park Policies
  • Calling Policies
  • Caller ID Policies (PowerShell applied only)

For each of these policy types, you will find a Global (Org-wide default) policy which will apply to everyone. Any changes to that policy will apply to everyone automatically.

Create a new policy

Create a new policy and give it a name using the “Add” button.

Create Policy

New messaging policy

Apply the policy to a group

Click on the “Group policy assignment” tab (if it’s not visible refer to our PowerShell post).

Group policy assignment tab

Click “Add group”.

Add Group Button

Search for a group and then select a policy before clicking “Apply”.

Apply Teams Policy to Group

This is much easier and quicker than running PowerShell scripts, we hope you find that useful!

Update 11/11/2020: We have been informed that if you set a user’s policy through PowerShell, this group method above may not work for you and you may need to use PowerShell to apply the policy.

Archived Class Teams – Where have they gone?

During the academic year rollover process in Microsoft School Data Sync, schools can choose clean-up actions for their old class teams. The most popular and recommended clean-up action is “Archive”. It’s much easier for teachers and students to see current teams when they login.

The archived teams appear to vanish leaving the user with all the current classes for the new academic year.

However, they have not disappeared, and the teacher/student can still access the team in read-only mode.

In the video below, Darren Hemming from Cloud Design Box shows you how you can access archived classes from previous academic years.



Cloud Design Box customers can benefit from an option in class dashboard to switch back to a previous academic year.

Class Dashboard Archived Teams

Talk to the team at Cloud Design Box if you need help with Teams for education.

Office 365 User Adoption Episode 11: Supporting Students with SEN and EAL with Office 365

In this podcast, we spoke with James Emmet, Network Manager at Engineering UTC North Lincolnshire about how they use features in Office 365 to support students with Special Education Needs (SEN) and English as an Additional Language (EAL).




Listen on Spotify

“We have a high number of students who are EAL, SEN, dyslexic and have low reading ages. I passionately believe that – when used in the right way – ICT is one of the most crucial tools to help these students with their learning,” James tells us.

“Our school’s main intake starts from Year 9, so it’s not long after they start before, we have to start prepping them for their GCSEs. Office 365 and key tools like Immersive Reader are essential for helping these students to learn.”

Immersive Reader is a free tool built into many of the Microsoft Products, including Microsoft Word.

“Using Immersive Reader, students can change the style and appearance of the text to help with reading comprehension,” James explains.

“For example, you can change the font, text size, text spacing and even create a virtual coloured overlay.”

Meanwhile, Picture Dictionary, the Translate tool and Read Aloud are particularly handy for supporting EAL students.

Picture Dictionary allows students to select a word they may not understand and view an explainer image, while Read Aloud turns the text on the page into speech for the student to listen to.

Both of these, combined with the Translate tool, are invaluable when it comes to improving reading comprehension in the classroom.

“We have found that Immersive Reader is being used by all of our students, not only those with EAL and SEN. In fact, one of our GCSE students who is predicted a level 7 in English regularly uses Immersive Reader to break down texts and closely analyse them,” James adds.

Immersive Reader also enables students to highlight word types, such as nouns and verbs, as well as break sentences down into syllables, which both students and their teachers have found useful for English and language-focused subjects.

“Because Immersive Reader is already built into many of the Microsoft products, we have not had to spend any extra time rolling it out into classrooms,” he tells us.

“It’s really taken off in our school. For example, we demonstrated the tool to one student and by the next lesson, the rest of their class were using it.”

The great thing about Office 365 and Immersive Reader is that it works on any connected device. Of course, this capability is more important than ever before as we see many children learning from home.

“We love the fact that Office 365 can be accessed via multiple devices and actively encourage our students to use their own devices or one from our bank of iPads. It gives their learning an extra boost.”

To find out more about Office 365 for Education, get in touch with a member of our team today.